Quick Links (click the question for the FAQ)
FAQ’s for submitting invoices to the VA FSC via Tungsten Network
1. Who is Tungsten Network?
2. What is electronic invoicing?
3. How does it work?
4. Who can use the service? How do I get started?
5. Is Tungsten Network HIPAA compliant?
6. How do I enroll for ACH Payments?
7. What if I already subscribe to Tungsten Network?
8. What if I already use Tungsten Network for invoicing the VA FSC?
9. What are the restrictions of the paid service?
10. Why do I need to invoice through FSC in Austin instead of through the local station?
11. Do I need to provide supporting documentation?
12. Is this a requirement?
13. Can I send my invoices via EDI directly to the VA, instead of Tungsten Network?
14. Are there fees associated with the e-invoicing service?
15. I can make invoices available to my customer to view via the Internet. Can I use this?
16. Do I need to install any software?
17. What if I don’t have a system capable of creating electronic invoices?
18. Can I send electronic invoices using Tungsten Network to other customers?
19. Will the VA make payments using Tungsten Network?
20. For further information on Tungsten Network and the Tungsten Network service
Invoice Guidelines for Supplier Partners
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Invoice Requirements
Invoice Number
Purchase order number
Unit Price
Quantity and Unit of Measure
Ship-To Location Name and/or code Receipt of Goods/Services
Invoice Payment Terms Supplier DUNS Number
ACH VENDOR/MISCELLANEOUS PAYMENT
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Enrollment Form
Standard Form (SF) 3881 Instructions
FAQ’s for submitting invoices to the VA FSC via Tungsten Network
Who is Tungsten Network?
Tungsten Network is the leading global business-to-business electronic invoicing network, used in
more than 90 countries. The Tungsten Network e-invoicing network simplifies and streamlines
invoice-to-pay processes between companies and their suppliers.
While the Global Headquarters for Tungsten Network is located in the United Kingdom, The VA is
doing business with the US subsidiary Tungsten Network, Inc. based in Atlanta GA. VA is dealing
solely with the US entity, not the international entity.
What is electronic invoicing?
Electronic invoicing (e-invoicing) is a communication methodology that utilizes the Internet to allow
the VA to receive invoice data as well as the invoice image directly from vendors without the need
to print and mail paper invoice copies. As defined, emailed invoices and fax are not acceptable
because the ability for the computerized system to automatically read the invoice data and route it
for payment is lost.
How does it work?
Tungsten Network receives invoice data from you through the Internet and verifies certain data
fields on behalf of the VA key to AP routing and approval, and sends a confirmation report to a
contact (or group email) of your choosing. Tungsten Network will then create an invoice PDF from
that data and have the data and PDF image delivered into the VA accounts payable system. The
certifying official at the station can then have the data and image available for certification. This
process typically takes no longer than 30 minutes.
Who can use the service?
VA vendors who are issued Purchase Orders payable from the FSC in Austin, TX are eligible for
the service. Fee based and invoices paid by credit card are not in scope.
How do I get started?
Your account has been created on your behalf by the VAFSC with Tungsten Network. Subsequent
to this communication, Tungsten Network will be contacting you to introduce the program and set
you up on Tungsten Network. If you do not hear from Tungsten or would want to expedite the
process, please email mailto:[email protected] with the name of your
company for priority
After setup, you will then receive a “Ready to Transact” email from Tungsten Network at which
point you can begin invoicing the VA.
Is Tungsten Network HIPAA compliant?
Yes, Tungsten Network is HIPAA compliant as of 2010.
How do I enroll for ACH Payments?
If you are registered in the Federal Government’s System for Awards Management (SAM) website,
all you need to do is fax your DUNS # to 512-460-5221, or you can provide it on your invoice and
the VA can extract the data from SAM. If you are not registered in SAM, please complete and
return the SF 3881 ACH Vendor Enrollment Form. (SF3881).
Is this initiative for all electronic requests for payment?
No, this initiative and requirement encompasses commercial invoicing and payments. All Fee and
Champ VA requests for electronic payment should remain consistent with current invoicing
practices.
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All Fee should be directed to the Station
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All Champ VA invoices should be issued directly to Champ VA.
What if I already subscribe to the Tungsten Network?
If you already have an account with Tungsten Network, please log on with your credentials, and log
a support ticket requesting the VA be added as a new buyer to your account. Tungsten will then
update the account to allow invoicing after verification by the VA FSC.
What are the restrictions of the paid service?
The program began February 1st, 2009. All suppliers who use Tungsten Network exclusively for
FSC invoicing will have all Tungsten fees waived. Those suppliers who invoice other companies
will have all VA FSC invoices free of charge, but fees will be assessed for all other transactions. No
reimbursements will be issued for any fees incurred prior to February 1st, 2009.
Why do I need to invoice through FSC in Austin instead of through the local
station?
The FSC is the designated agency office for receipt and processing of commercial invoices for the
Veterans Health Administration. All invoices (excluding fee-based and credit card payment
statements) must first be sent to FSC for data entry into the VA payment and approval system prior
to being sent electronically to the local stations for certification.
Do I need to provide supporting documentation?
The requirements for certifying the invoice are determined by the local certifying official. In some
cases, supporting documentation will be required to accompany the invoice. This can be provided
by creating an electronic file either by using print drivers on your computer or scanning the paper.
Currently supported files are limited to TIF (or TIFF) files, however in the future the VA will support
PDF files generated by any number of free PDF print drivers available on the web, or as a direct
output from a scanner. Once uploaded at the time the invoice is entered into Tungsten Network,
the supporting documentation is permanently attached to the electronic invoice and sent to the VA
FSC certifying official.
Can I send my invoices via EDI directly to the VA, instead of Tungsten Network?
The VA has chosen to partner with Tungsten Network to receive electronic invoices due to the
value added services EDI alone does not offer. If your system is capable of sending EDI today, you
can send your invoices directly to Tungsten Network as a standard EDI 810 or any other structured
data file your software will output.
Are there fees associated with the e-invoicing service?
There are no fees for invoices sent through Tungsten Network to the VA FSC. Additional charges
will occur should you decide to send invoices to other companies on the network.
I can make invoices available to my customer to view via the Internet. Can I use
this?
No. The VA FSC requires invoices to be submitted by the supplier to the FSC, and not retrieved by
VA FSC staff. Tungsten Network ensures that the VA receives the invoice data you send in a
format that will automatically upload into our accounting software and is in full compliance with the
Prompt Payment Act.
Do I need to install any software?
No, the Tungsten Network service is non-intrusive. Suppliers can use a standard Internet browser
to upload electronic files created by your existing accounting system.
What if I don’t have a system capable of creating electronic invoices?
All you need is an Internet connection and standard Internet browser.
Can I send electronic invoices using Tungsten Network to other customers?
Yes, once you are subscribed to Tungsten Network, Tungsten will enable you to send electronic
invoices to any other customers that are on the network. Please note additional charges will be
incurred for invoices non-VA customers.
Will the VA make payments using Tungsten Network?
No, The VA will continue to make payment via existing means until further notice.
For further information on Tungsten Network and the Tungsten Network service:
See http://www.tungsten-network.com/customer-campaigns/veterans-affairs-us/, email
mailto:[email protected].
Invoice Guidelines for Supplier Partners
Invoice Requirements
Supplier invoices submitted to the VA “must” include the information contained in this document.
These guidelines are being implemented to establish a more efficient and cost effective means of
transacting business. We thank you in advance for your adherence to these guidelines as they are
needed to ensure proper and timely processing of invoices.
Invoice Number
You, the supplier, assign this number, to uniquely identify each invoice. This is the number that will
be referenced on the remittance advice when payment is made. Care must be taken to avoid
repeating invoice numbers.
Invoice Date
This is the issue date of the invoice and should be the date of shipment of goods or the completion
of services. The invoice date must be referenced on the invoice.
Purchase order number
A valid purchase order (PO) number is required to be referenced on the invoice. Invoices not
containing a valid PO number will be rejected. This should have been assigned at the award of the
contract, and can be obtained by contacting the VA contracting officer.
Unit Price
The unit price on your invoice must agree with the unit price on the VA Purchase order for each
line item.
Quantity and Unit of Measure
The quantity and unit of measure on your invoice must be identical to that stated on your the VA
Purchase Order. Please audit and verify that the measurement agrees with your
shipment/services. If these do not match, please contact your buyer and ensure the exact match.
Total Invoice Price
This amount includes line value plus purchase deviation, freight and any other incremental costs.
Please verify and audit that your total calculated amount is accurate prior to submitting invoices.
Ship-To Location Name and/or code
All invoices must show the ship to location address and/or code exactly as it appears on the
Purchase Order or as provided by the Purchasing Representative.
Receipt of Goods/Services
The VA must validate receipt of goods or completion of services prior to the processing of any
invoice. Please ensure that valid documentation is supplied to the VA.
Invoice Payment Terms
Your invoice must reference invoice payment terms noted on the VA Purchase Order or per
agreement.
EDI Supplier DUNS Number(s)
Your EDI Documents must contain your DUNS number for applicable locations; both Ship To and
Ship From. Pending your company is transmitting EDI the corresponding DUNS numbers can
assist in prompt routing and approval.
Additional Requirements can apply to Staffing, Transportation, Utility, and Legal
Vendors
Specific information can be provided once your company has identified as a relevant Vendor.
OB10 is uniquely enabled to accept TIF (or TIFF) attachments to support your invoices. If your
company supplies Staffing, Transportation, Utility or Legal Services, Attachments will be required
to support your invoicing.
ACH VENDOR/MISCELLANEOUS PAYMENT
Enrollment Form
This form is used for Automated Clearing House (ACH) payments with an addendum record that
contains payment-related information processed through the Vendor Express Program. Recipients
of these payments should bring this information to the attention of their financial institution when
presenting this form for completion.
PRIVACY ACT STATEMENT
The following information is provided to comply with the Privacy Act of 1974 (P.L. 93-579). All information
collected on this form is required under the provisions of 31 U.S.C. 3322 and 31 CFR 210. This
information will be used by the Treasury Department to transmit payment data, by electronic means to
vendor's financial institution. Failure to provide the requested information may delay or prevent the receipt
of payments through the Automated Clearing House Payment System.
AGENCY
INFORMATION
FEDERAL PROGRAM
AGENCY
U.S. Department of
Veterans Affairs –
Financial Services Center
AGENCY IDENTIFIER:
111036183
AGENCY LOCATION CODE
(ALC):
ACH FORMAT:
 CCD+
36001200
 CTX